Opening Classic Outlook as a Shared Mailbox for Mail Merge

This article provides step-by-step instructions for opening the classic version of Microsoft Outlook as a Shared Mailbox. This setup can be used when performing a mail merge on behalf of a department or team using a Shared Mailbox.  Please be careful and test before proceeding with your mail merge.

Summary

This article provides step-by-step instructions for opening the classic version of Microsoft Outlook as a Shared Mailbox. This setup can be used when performing a mail merge on behalf of a department or team using a Shared Mailbox.  Please be careful and test before proceeding with your mail merge.

 

Environment

• Microsoft Outlook (Classic Desktop App)
• Windows OS
• Shared Mailbox configured in Microsoft 365
• Microsoft Word (for Mail Merge)

 

Audience

USNH faculty and staff who need to send mail merge emails from a Shared Mailbox.

 

Prerequisites

• You must have access to the Shared Mailbox.
• The classic Outlook must be installed and configured with your USNH account.
• The Shared Mailbox must already be created and visible in your Outlook profile.

 

How-To

Complete these three tasks in order:

 

Instructions

Step 1 - Close Outlook completely.

Step 2 - Open Control Panel > Mail > Show Profiles.

Step 3 - Click Add to create a new profile.

Step 4 - Name the profile (e.g., SharedMailbox_MailMerge).

Step 5 - Choose Manual setup or additional server types > Next.

Step 6 - Select Microsoft 365 or Exchange (depending on your version).

Step 7 - Enter the shared mailbox email address (e.g., department@usnh.edu).

Step 8 - When prompted for credentials, enter your own USNH credentials (not the Shared Mailbox username).

Step 9 - Complete the setup and click Finish.

💡 Tip: You may need to restart your computer or Outlook to see the new profile.

 

Outcome

You will be able to open Outlook using the shared profile inbox.

 

Instructions

Step 1 - Open Control Panel > Mail > Show Profiles.

Step 2 - Under When starting Outlook, select Prompt for a profile to be used.

Step 3 - Open Outlook and choose the newly created Shared Mailbox profile.

 

Outcome

You will be able to Launch Outlook with the Shared Mailbox Profile.

 

Instructions

Step 1 - Open your Mail Merge document in Microsoft Word.

Step 2 - Use the standard steps to send your mail merge for a small test audience.

Step 3 - After confirming that it worked as desired, proceed with more sends.

⚠️ Note: Mail Merge sends emails through the currently active Outlook profile. Ensure you are using the shared mailbox profile before starting the merge.

 

Outcome

You will be able to perform the Mail Merge in Word.

 

Troubleshooting

• If you receive a permission error, verify that you have Send As rights for the shared mailbox.
• If the Shared Mailbox does not appear during setup, contact your campus support to confirm mailbox configuration.
• For issues with Mail Merge formatting or delivery, test with a small batch before sending to all recipients.

 

Need additional help?

Submit an Email Services support request with as much detail as possible, or visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

Learn more about the great tools our Microsoft 365 Learning sites offer!